Policies relating to ALUMNI Online

What follows covers the ALUMNI Online web and social networking site for the entire regional institution: The University of the West Indies.

The University of the West Indies ALUMNI Online(AO) web and social networking site and related online services are provided by Alumni Relations arm of the Institutional Advancement Division (IAD) to encourage communication among alumni for personal and professional networking and university-related activities.

By utilizing the web site at www.alumnionline.uwi.edu or accessing related online services, you signify that you have read these site policies and agree to use the site in a manner consistent with all applicable laws and regulations and in accordance with the policies and guidelines outlined below. The IAD, Office of the Vice Chancellery, reserves the right to modify these policies at any time and will publish notice of any such modifications online at this Site. The IAD encourages you, the user, to review the most current version of the policies periodically. Your continued use of the site will constitute your agreement to these policies, including but not limited to any modifications. The uwi.edu portal is the main entrance to ALUMNI Online


The mission of the Alumni Relations arm of the IAD is to enhance and advance the relationship between The University of the West Indies and its alumni. As part of this mission, the IAD acts as the official central keeper of alumni records for entire regional institution. The web site at www.alumnionline.uwi.edu, its sub-domains and related sites are used to communicate with alumni, inform alumni and the public, promote events and programs, offer services to alumni and gather information about users. The purpose of this document is to educate and inform users of the policies regarding ALUMNI Online, including how the IAD collects and uses information, and to notify users about the terms and conditions governing use of the ALUMNI Online site.

Contact the IAD

If you have questions about these Policies and Terms and Conditions of Use, contact the Institutional Advancement Division, UWI Regional Headquarters, Hermitage Road, Mona, Kingston 7, Jamaica, West Indies at 876-977-0052 or 0054 or e-mail iad@alumni.uwi.edu.

IAD Domains

The IAD has ultimate responsibility for the content of the following site. This domain name is administered by the IAD and constitutes what is hereafter referred to as the ALUMNI Online site: www.alumnionline.uwi.edu

UWI E-Mail for Life Accounts

The IAD offers free, web-based e-mail accounts to all UWI alumni and members of the UWIAA. The service is provided through Google Apps. The account is offered to alumni and UWI AA members free of charge to the user. The IAD reserves the right to change this policy at any time, with at least 30 days' e-mail notice to all users registered at the time of notice.

Privacy Policy

The IAD occasionally collects personal information through various forms throughout its site, primarily for event registrations, membership applications, award nominations, volunteer opportunities, registration for free e-mail accounts and Online Directory updates. The type of information collected can include, but is not limited to, name, address, phone number(s), e-mail address(es), graduation year and college/school/department. Information is used for the purpose of furthering the membership or fund-raising operations of The University of the West Indies, the UWI Alumni Association (UWIAA), the American Foundation for The University of the West Indies (AFUWI), the British Foundation for The University of the West Indies (BFUWI), respectively, and for furthering and fulfilling the educational and administrative needs of the departments, institutes, units, offices and constituents of The University of the West Indies. Therefore, any confidential information is released for those purposes only. Confidential information is not released to organizations, businesses, groups or individuals for personal, commercial or political mailing and the like. The IAD is committed to ensuring the privacy of personal information. The IAD may share personal information gathered from its sites with others outside the IAD and/or the University, when:

  • authorized by law
  • permitted under general UWI policies
  • authorized by an approved IAD contract
  • it is clearly stated at the ALUMNI Online site that such information will be shared and the user indicates consent by providing the information
  • consent is otherwise given, or authorized for good cause by the Chancellor or Vice Chancellor of The University of the West Indies

Information collected and on file with the IAD is safeguarded in a number of ways. Information collected through forms for specific uses (e.g., award nominations) is used for those express purposes and in the promotion of those activities, events or programmes. Collected information is not shared with entities outside of The University of the West Indies except for contracted vendors and/or the media under approved circumstances. Residence and business information available through the Online Directory is displayed for one individual at a time in order to discourage unauthorized and undesirable uses, and this information is available only to users who have registered at the Directory site. E-mail addresses used in the Directory, as a matter of policy, are not revealed by the IAD; messages are sent via blind e-mail, leaving the option to reveal an e-mail address up to each individual recipient.

The ALUMNI Online forms for Donations, Event Registrations and Membership Applications connect to a system that collects necessary personal credit card information for payment. The IAD selected this system because it allows for the processing of event registrations and membership applications in a highly secure manner. No credit card information is collected, stored or retrieved by the IAD's Web server. Such information has underlying security by a leading company in Internet security and online payments. None of the credit card information collected through online Donation, Event Registration or Membership Application systems is shared with any entity outside of the University, and that information is used only to process payment at the request of the users of these forms.

Refunds of Payments

Donations are generally not refundable. Refunds will be made in the event of a mistake. Individuals who receive refunds have the responsibility of correcting any tax filings they have made reflecting the refunded amount.

Unless otherwise stated in an event registration or program website, The University has no obligation to return or refund fees paid to participate in an event or program. Unless specifically stated on registration materials, refunds will not be available to registrants who choose to cancel their registration or choose not to attend an event. If an event is cancelled by The University or it's organizers, registrants may be offered a refund. In unlikely situations where an event is cancelled due to weather, an emergency, or other unforeseen circumstances, The University may not be able to offer a refund.

Membership fee payments are generally not refundable. Refunds will be made in the event of a mistake. Refunds will not be issued for any reason if a membership is canceled.

Important: Sharing of information to UWI personnel. 

The Alumni Relations arm of the IAD is happy to work with all members of Executive and Campus Management, Faculty and Staff to facilitate communications with alumni, however we are guided by national, regional and international privacy policies. Alumni data is only used to further alumni engagement with the faculties, departments, institutes, units, offices and constituents of The UWI
To ensure the privacy of personal information, this office does not share alumni data listings, however each office/department or staff member may prepare material such as an eNewsletter, invitation or announcement (text and graphics) and we can send it out to the alumni group requested. We recommend that an email address be included for RSVPs or queries so that individual graduates can make direct contact if desired.
The Digital Media Database Manager for the IAD is also able to send any other newsletters, invitations, flyers etc. to alumni. Information regarding the number of emails sent and received is available and different graduation year groups, geographic locations etc. can be targeted. We are happy to facilitate contact with the UWI alumni population.



Rules for Public Forums

Bulletin boards, chat rooms and other such interactive areas of the ALUMNI Online site are provided to give users an interesting and stimulating forum to express their opinions and share ideas and information. The IAD cannot and does not monitor all of the material posted or transmitted by users and third party information providers. To protect your safety, please use your best judgment when using these forums. We particularly discourage divulging personal phone numbers and addresses or other information that can be used to identify or locate you. If you make such disclosures either through postings on the bulletin boards, chat rooms and other interactive areas, or to third parties in any communication, you do so fully understanding the consequences of such disclosures and with a knowing consent that such information could be used to identify you. The IAD reserves the right to delete, move or edit any communications at any time, for any reason or in its discretion, but has no obligation to review or remove any such content.

Use of Cookies

Cookies are pieces of information that a web site transfers to your computer's hard disk for record-keeping purposes. Cookies make a web site more useful by storing information about your preferences related to a particular site. The use of cookies is an industry standard, and many major web sites use them to provide useful features for their customers. Cookies in and of themselves do not personally identify users, although they do identify a user's computer. Most browsers are initially set up to accept cookies. If you prefer, you can set your browser to refuse cookies. However, you may not be able to take full advantage of a web site if you do so. The IAD does not gather nor record any personal information that would identify anyone as a specific individual through the use of cookies. We do gather and record information that visitors voluntarily submit such as on AO forms and AO records statistical information regarding traffic to its www.alumnionline.uwi.edu site through the use of IP addresses, but that information is used only as aggregate statistics for the purpose of tracking Web traffic patterns, and the information is not gathered through the use of cookies.

Online Surveys

In the course of using the ALUMNI Online site, a user may choose to provide information to help The University of the West Indies serve that user's needs or conduct research. As a user of such surveys, you agree that aggregate data from surveys may be shared with external third parties.

Rules for Online Conduct

All information, data, text, software, music, sound, photographs, graphics, video, messages or other materials or communications (“content”), whether publicly posted or privately transmitted, are the sole responsibility of the person from which that content originated. This means that you, the user, and not the UWI/IAD are entirely responsible for all content that you post or otherwise transmit using AO. By accessing the site, you agree to use it in accordance with all applicable laws and regulations and abide by the following rules for online conduct:

Users will not reproduce, duplicate, copy, sell, resell, transmit, upload, download or exploit any portion of the site, use of the site, or access to the site, for any , commercial, public or political purpose, including but not limited to advertising, solicitation, cold-calling or mass mailing.

Users will not post or otherwise transmit any of the following content on the site:

  • Material that defames, abuses or threatens others
  • Statements that are bigoted, hateful or racially offensive
  • Material that advocates illegal activity
  • Material that discusses illegal activities with the intent to commit them
  • Unauthorized copyrighted material
  • Material that contains vulgar, obscene or indecent language or images
  • Advertising or any form of public, commercial or political solicitation

Users will not post or otherwise transmit any content that you do not have a right to transmit under any law or under contractual or fiduciary relationships (such as inside information, proprietary and confidential information learned or disclosed as part of employment relationships or under nondisclosure agreements).

Users will not post or otherwise transmit any content that infringes any privacy, publicity, patent, trademark, trade secret, copyright or other proprietary rights of any person or entity, including but not limited to communications that violate other users’ privacy, such as granting access to the site or distributing information obtained from the site to non-alumni.

Users will not post or otherwise transmit any unsolicited or unauthorized advertising, promotional materials, “junk mail,” “spam,” “chain letters,” “pyramid schemes,” or any other form of solicitation, or use any distribution lists to any person who has not given specific permission to be included in that type of process.

Users will not impersonate any person or entity, including but not limited to any Alumni Association official, alumnus, student or other, falsely state or otherwise misrepresent your affiliation with a person or entity, or manipulate identifiers in order to disguise the origin of any content transmitted through the site.

Users will not post or otherwise transmit any content that inaccurately implies endorsement, approval or sponsorship by the UWI/IAD/UWIAA or any of our offices or officers.

Users will not post or otherwise transmit any material that contains software viruses or any other computer code, files or programs that interrupt, destroy or limit the functionality of any software or equipment.

Users will not interfere with or disrupt use or enjoyment of the site or servers or networks connected to the site.

Users will not intentionally or unintentionally violate any applicable local, national or international law, including but not limited to regulations relating to the export or transmission of technical data, any rules of any national or other securities exchange, and any regulations having the force of law.

Users will not collect or store personal data about other users except as expressly permitted under this site policy.

Users will not access or attempt to access any other user’s account. Upon discovery, the IAD reserves the right to remove any content posted or transmitted to the Sites that violates the above rules, but is under no obligation to do so. The IAD does not routinely screen or monitor all Content and cannot guarantee that Content in violation of the Rules of Online Conduct will not be posted or transmitted. For this reason, Users should report any abuses or misuses of the Sites to the IAD.

If the IAD determines that a User’s participation in the Sites may create a liability for the IAD/UWIAA or the University, or that the User has violated policies set forth herein, the IAD reserves the right, in its sole discretion, to take actions against the User. The IAD reserves the right to expel a User and to deny a User further access to the Site if such User violates these Rules of Online Conduct or any applicable laws or regulations.

WARNING: a violation of the Posting Rules may be referred to the police or legal authorities.

Linking Disclaimer

As a viewer or user of the ALUMNI Online site, you expressly understand and agree that:

On its site, the IAD frequently presents links to third-party Web sites over which the IAD has no control. These links are provided as a convenience and courtesy to the users of our site. The IAD cannot be held responsible for the policies, practices, content or lack thereof associated with the linked third-party sites, nor does presentation of the links constitute any implied endorsement unless explicitly stated.

In order to provide specific programs, events or support, the IAD occasionally may partner with vendors, other organizations and University entities, or with specific entities with which the IAD or UWIAA has a more direct relationship. As part of these collaborative efforts, the IAD may or may not have involvement with the Web content located at domains other than those listed as being administered by the IAD.

Complaints, concerns or questions relating to materials provided by third parties should be forwarded directly to the third party.

Disclaimer of Warranties

Viewers or users of the ALUMNI Online site expressly understand and agree that:

Your use of the ALUMNI Online site and related sites is at your sole risk. These sites are provided on an "as is" and "as available" basis. The IAD expressly disclaims all warranties of any kind, whether express or implied, including, but not limited to the implied warranties of merchantability, fitness for a particular purpose and non-infringement.

The IAD makes no warranty that:

  1. the sites will meet your requirements, (ii) services will be uninterrupted, timely, secure, or error-free, (iii) the results that may be obtained from the use of these sites will be accurate or reliable, (iv) the quality of any products, services, information, or other material purchased or obtained by you through these sites will meet your expectations, and (v) any errors in the software will be corrected.


Any material downloaded or otherwise obtained through the use of the sites is done at your own discretion and risk and you will be solely responsible for any damage to your computer system or loss of data that results from the download of any such material.

No advice or information, whether oral or written, obtained by you from the IAD or through or from the sites shall create any warranty.

Limitation of Liability

Viewers or users expressly understand and agree that the UWI shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if the UWI has been advised of the possibility of such damages), resulting from:

  1. the use or the inability to use the sites
  2. the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the sites
  3. unauthorized access to or alteration of your transmissions or data
  4. statements or conduct of any third party on the sites; or (v) any other matter relating to the sites.

Editorial Policy

Viewers or users of the ALUMNI Online site expressly understand and agree that the IAD reserves the right to edit or reject for any reason all information submitted for publication in the ALUMNI Online Web site.

Advertising Policy

Whereas other UWI websites within the regional institution may not allow advertising, the ALUMNI Online site does allow advertising as a means of:

  • offsetting operational costs
  • generating revenue for scholarships and bursaries for students via the UWI Regional Endowment Fund.
  • funding Alumni Relations and Institutional Advancement activities

Advertising Disclaimers

Viewers or users of the ALUMNI Online site expressly understand and agree that:

In consideration of publication in UWI publications and other good and valuable consideration, the Advertiser agrees to indemnify and defend The University of the West Indies publications, including all media whether in print or electronic form (collectively referred to herein as "UWI Publications") and any of their agents, against any and all liability, loss, or expense arising from any claims for libel, unfair competition, unfair trade practice, infringement of trade names or patents, violation of rights of privacy, or the infringement of copyrights and proprietary rights resulting from the publication of the Advertisers' ads.

UWI Publications will not be liable for failure to furnish advertising space or to publish any advertisement due to strikes, labor disputes, government action, act of God, war, fire, breakdown of equipment, or any other circumstances beyond the UWI Publications control.

UWI Publications reserves the right to reject any copy, for any reason. Among other subjects, UWI Publications does not accept advertisements relating to tobacco, alcohol, gambling, political or religious matters. All contracts and orders are subject in all respects to UWI Publications' rules and regulations as to content of advertising matter, makeup, and current demands upon advertising space. UWI Publications does not sponsor or endorse the content of any advertisement and advertisements may not suggest or imply The University of the West Indies or UWIAA endorsement without express permission.

Because the UWI/IAD has no control over services/products advertised, the UWI/IAD is not responsible for the availability of same, and does not endorse and is not responsible or liable for any content, advertising, products, or other materials on or available from any of sites or resources. Further, neither the UWI/IAD nor any of its service providers is responsible or liable, directly or indirectly, for any damage or loss caused or alleged to be caused by or in connection with use of or reliance on any content, goods or services available on or through any of those sites or resources.

The UWI/IAD respects the intellectual property of others, and we ask users to do the same.


All information contained on ALUMNI Online remains the property of the UWI/IAD and may not be reproduced in whole or in part by any person or entity without the written permission of the IAD. This site is provided to encourage communication among alumni for personal and professional networking and university-related activities. Communications among alumni are not intended for publication or retransmission in any media. Furthermore, the use of the sites to reproduce or store personally identifiable information in a retrieval system by any means, electronic or mechanical, or the use of addresses or other information contained in the sites for any public, private, commercial or political purpose is strictly prohibited.


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